[Massplanners] digitization procurement

Fri Aug 26 16:26:57 EDT 2022

We once had a presentation from a representative of the state public records who advocated destroying records once that is allowed and you get the state sign off. His reasoning was to save dramatically on future searches. That is all based, of course, in good faith disposal when there is no reason to think there will be a specific request.

I have always been an advocate of scanning critical records so they are available and searchable, and then destroying all paper records that in accordance with an approved schedule.

Wayne Feiden

Forgive typos.  This from my small phone.

On Aug 26, 2022, at 4:19 PM, Daniel Fortier via MassPlanners <massplanners at masscptc.org> wrote:

Actually the court order required us to have access to the application.  The request was had any relief been sought under a very specific section of the Zoning Bylaw.  So....  minutes and decisions were easy to find. Files took lots of time to sift through.  

We have also has to research specific site plans back to the 70s.

Dan Fortier 
Retired 
Interim Dennis Planner 

On Fri, Aug 26, 2022, 4:13 PM Barbara Carboni <bcarboni at truro-ma.gov> wrote:
> Dan,
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>  
> 
> I was planning to retain digital and possibly paper copies of all decisions in my department (although redundant as Town Clerk must keep).  If we are not required under the Secretary of State’s schedule to keep the application and other file materials, were I get a court order, I would provide what I have - the decisions.  Could the Court fault a town for not retaining what the governing authority (Sec of State) says we can dispose of?
> 
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> I love Fridays,
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> Barbara     
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> Barbara Carboni
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> Truro Town Planner and Land Use Counsel
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> (508) 214 0928
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>  
> 
> From: Daniel Fortier <daniel.j.fortier at gmail.com> 
> Sent: Friday, August 26, 2022 4:03 PM
> To: Steven Sadwick <ssadwick at tewksbury-ma.gov>
> Cc: Barbara Carboni <bcarboni at truro-ma.gov>; massplanners-request at masscptc.org; MassPlanners at masscptc.org
> Subject: Re: [Massplanners] digitization procurement
> 
>  
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> We just had a court order to review all Zoning Board Variances for the 1973 to 1980 time period.  It would have been impossible to fill that request if the files had been destroyed. I have always believed our land use records had to be retained forever. 
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>  
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> Dan Fortier 
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> Retired 
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> Interim Dennis Town Planner 
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>  
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> On Fri, Aug 26, 2022, 3:41 PM Steven Sadwick via MassPlanners <massplanners at masscptc.org> wrote:
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> Barbara,
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> The retention period for Planning Board/ZBA permits may be controlled by the Secretary of State’s guidance, but how do you square this with the requirements of the open meeting law requiring all material presented at a public meeting being retained?
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> Steve Sadwick, FAICP
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> Assistant Town Manager
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> Town of Tewksbury
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> 978-640-4300
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>  
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> From: MassPlanners <massplanners-bounces at masscptc.org> On Behalf Of Barbara Carboni via MassPlanners
> Sent: Friday, August 26, 2022 3:34 PM
> To: Barbara Carboni <bcarboni at truro-ma.gov>; massplanners-request at masscptc.org; MassPlanners at masscptc.org
> Subject: Re: [Massplanners] digitization procurement
> 
>  
> 
> Caution: This email originated from outside of the organization. Do not click links or open attachments unless you can confirm the sender and know the content is safe. When in doubt, contact your IT Department.
> 
> All,
> 
>  
> 
> Follow up question.  I’m trying to cut down on what needs to be scanned.  The Secretary of State’s Municipal Records Retention schedule provides for disposal of Planning Board/ZBA permit applications and related materials a year after expiration of appeal period for decision.  This would mean no need to scan about 95% of what is in files in my office and in the basement storage room.   It’s hard to get my head around this. Has anyone taken the plunge?  
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> Thanks and have a good weekend.
> 
>  
> 
> Barbara
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>  
> 
> Barbara Carboni
> 
> Truro Town Planner and Land Use Counsel
> 
> (508) 214 0928
> 
>  
> 
> From: MassPlanners <massplanners-bounces at masscptc.org> On Behalf Of Barbara Carboni via MassPlanners
> Sent: Thursday, August 25, 2022 2:18 PM
> To: massplanners-request at masscptc.org; MassPlanners at masscptc.org
> Subject: [Massplanners] digitization procurement
> 
>  
> 
> All,
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>  
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> Has anyone prepared a solicitation/IFB for services to scan records?  There is a statewide contract that covers this, but I still need to prepare a description of the services.  
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> Thanks,
> 
>  
> 
> Barbara
> 
>  
> 
> Barbara Carboni
> 
> Truro Town Planner and Land Use Counsel
> 
> (508) 214 0928
> 
>  
> 
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